The incumbent performs clerical duties to the Department of Management and Marketing.
Primary Duties and Responsibilities:
Secretary to the Department of Management
Directly assist the chairperson of the department with administrative duties by providing necessary information and assistance as needed.
Assist Chairperson in providing information regarding students including confirming class standing for upper division courses. Maintain Excel spreadsheet with current listing of Management majors and their advisor. Process all major changes for the department; includes posting advisor to system, update list. Collect student files from faculty advisors upon completion of senior audits and hold for submission of graduation applications. Distribute graduation applications received to advisor and submit to the graduation coordinator when returned as well as maintain record.
Chair provides information on courses and faculty availability; summarize faculty schedules as available each semester for internal distribution. Submit schedules on line to be used by the Registrar’s Office. Prepare Master Schedule Change forms when needed to update schedules. Create summary schedule for posting in office locations and distribution to faculty.
Serve as secretary to the departmental Search and Screen Committee. Take, transcribe, and distribute meetings minutes. Ensure that appropriate Affirmative Action paperwork is included in packet submitted to the Social Equity Office when hiring decision is made. Prepare files for each applicant when requested by committee chair; record applicant names on various record keeping forms, create acknowledgment letters and send with appropriate enclosures, and notify adjunct pool applicants of required materials not yet submitted. Type, duplicate, and distribute advertisements/job announcements. Prepare necessary paperwork for candidates to travel and process reimbursement forms.
Maintain and house adjunct faculty files, e-mail applicants to request additional information and present to committee chair when complete. Answer inquiries regarding the adjunct pool when appropriate. Keep a list of all adjunct members.
Independently respond to student, faculty and outside stakeholder inquiries consulting with the chairperson, if needed. Respond to parent questions or forward to the appropriate individual, disseminate any information needed by the faculty, and arrange for service needs as requested.
Prepare files for freshmen orientation program within the Department of Management. This task includes creating files, recording names and student ID numbers, assigning an advisor for each student.
Place purchase orders noting proper vendors, current pricing, and budget allowances unique to the Department using SAP. Gather equipment/vendor information for the planning and budget process done annually.
Maintain files of records, reports, correspondence, forms, etc.
Provide information and forms for interns; maintain copies of internship applications and intern bank form for individual faculty; update as necessary; and alert chair of full bank interns.
Assist faculty with the preparation of all documents necessary for faculty travel to different international/national/regional/state conferences, internships, and off campus teaching sites. Prepare spreadsheets estimating the faculty’s travel, updating the prepared form with the actual amount spent and disseminating these forms to appropriate individuals processing along with maintenance of log for reimbursement tracking.
Report classroom/office technology problems using the “helpdesk”.
Prepare and update all the forms utilized by the department. Example: change of major forms, requirement sheets, program of study forms, etc.
Maintain departmental policies booklet.
Prepare and process all documents necessary for two minors and a career concentration in the management department. Submit graduation applications to the Coordinator for Academic Records and Certification.
Take, transcribe and distribute minutes for department meetings.
Maintain Chairperson’s calendar of events.
Serve on various COB committees - take minutes – assist committee chair.
Secretary to College of Business Curriculum Committee
Coordinate meeting schedule with chair of committee each semester. Take minutes and distribute promptly. Collect and process omnibus forms for all departments in the College of Business. Submit omnibus forms electronically and via hard copy to the Office of the Provost for processing to BUCC. Maintain electronic record of omnibus forms in their final format after return from BUCC.
The General Summary and Principal Duties and Responsibilities sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of techniques applied in using the English dictionary.
Knowledge of the types, organization, and use of standard office files, logs, forms, and letter, formats.
Skill in typing at a minimum speed rate of 40 words per minute.
- Knowledge of intermediate arithmetic which involves calculations similar to adding and subtracting common fractions; and multiplying and dividing by two or more digits, whole numbers, or decimal multipliers and divisors.
Ability to understand and follow oral and written instructions which explain multifaceted procedures.
Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
Ability to transfer information and present it in a modified form according to rules and procedures.
Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed organized format.
Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter, and addressograph; and instruct others on their use.
Minimum Experience And Training:
- Special selection criteria based upon the nature of the position.
Six months of experience as a Clerk Typist 1 or completion of a high school business curriculum which included courses in typing and office practices; or one year of clerical experience; or an equivalent combination of training and experience.
Applicants will be rated on the following criteria:
1) Experience working in a fast-paced office setting.
2) Experience with office technology and software programs.
3) Ability to prioritize, multi-task or be flexible in the work place.
4) Ability to collect and compile information from a variety of sources.
5) Interpersonal skills to deal with individuals requiring a variety of information or service(s), i.e. department chair, faculty, students, parents, or equivalent situations.
Finalist must communicate well and successfully complete an interview.
All applicants not currently employed by Bloomsburg University as a clerk typist must successfully complete a typing assessment at the time of the interview to be considered for this position.
Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.
Completing this search is contingent on available funding.
In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.
Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national